Meeting Room Policy and Application

Purpose: Memorial Hall Library exists for the purpose of providing library services for residents of Andover, Massachusetts. The library's meeting rooms are used primarily for library programs but may be used by non-profit groups engaged in educational, cultural, intellectual, or civic activities. The meeting room facilities shall be made available to such groups on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting use.

Policy: When meeting rooms are not being used for library programs, the Trustees of Memorial Hall welcome the use of the meetings rooms by non-profit groups whose primary clientele are Andover residents. Such use of the rooms must be free and open to the public. The meeting rooms will be scheduled according to the following priorities:

• Library related meetings or programs
• Municipal or school related meetings or programs
• Other local non-profit groups may use a room once a year as scheduling permits. Occasionally, a group may use the room more often if such use does not inhibit other groups from using the space.

Guidelines:

1. All requests to use a meeting room must be made in advance by an Andover resident who takes responsibility for the group's compliance with this policy. Any group that has not used the meeting room before must fill out a written application.
2. Groups using the meeting room will be held responsible for any costs incurred by the Library or the Town as a result of that use. The Town may require that a group post a bond to cover anticipated costs (e.g., security) in advance of the program.
3. The condition of the room must be neat when vacated. Wall hangings and furniture are to remain undisturbed unless special arrangements are made in advance.
4. Fire laws limit maximum capacity to 150 people, but only 120 may fit comfortably and only 120 chairs are available.
5. Only light snacks may be served. No facilities are available for cooking meals. No alcoholic beverages are allowed.
6. All activities must be confined to the meeting room. Approaching library users for the purpose of encouraging participation in the group's activities is prohibited.
7. No soliciting of business is allowed.
8. Any exceptions to these guidelines must be approved by the Library Director or the Board of Library Trustees before a reservation is made. Failure to follow these guidelines may result in loss of use of the meeting room.

Application for Meeting Room Use

Please verify availability of meeting room space before completing application.

Download/print the application for meeting room use (pdf 16k).